Facilities Soft Services Lead

CBRE Asia Pacific; Putrajaya; On-site; MYR 60,000 - 80,000; Full time

Job summary

A leading global facilities management company is seeking a Soft Services Lead in Putrajaya, Malaysia. This role involves coordinating soft services operations, ensuring compliance with quality standards, and managing vendor relationships within an office environment. Candidates should have a diploma or degree in Facilities Management, along with 2-4 years of relevant experience. Strong organizational and communication skills are essential, as is a customer-focused mindset. Join us in enhancing workplace operations and experience.

Qualifications

• 2–4 years of experience in facilities management or soft services coordination.
• Strong documentation skills with attention to detail.
• Ability to manage time-sensitive tasks.

Responsibilities

• Coordinate daily soft services activities ensuring timely service delivery.
• Monitor adherence of service providers to quality standards and SLAs.
• Administer and update FM reports and soft services activity logs.

Skills

Organizational skills

Good communication

Stakeholder management

Vendor coordination

Customer-focused mindset

Education

Diploma or Bachelor’s Degree in Facilities Management or related field

Tools

FM systems (CMMS)

Job description

About The Role

The Soft Services Lead plays a key in supporting CBRE’s Global Workplace Solutions (GWS) operations by ensuring high-quality delivery of soft services within an office property environment. This role coordinates vendor activities, ensures service compliance, manages soft services documentation, and supports the Facilities Manager in maintaining an efficient, well‑operated, and customer‑focused workplace.

Key Responsibilities

Soft Services Operations & Coordination

• Coordinate daily soft services activities, ensuring timely and efficient service delivery.
• Serve as the liaison between soft services vendors and the Assistant Facilities Manager to resolve operational issues promptly.
• Monitor service providers’ adherence to CBRE quality standards, SLAs, and KPIs.
• Ensure adequate availability of pantry supplies, including coffee machine consumables, and elevate replenishment needs where required.

Maintenance & Vendor Management

• Monitor and follow up with vendors to ensure timely submission of regular maintenance reports, corrective actions, and service updates.
• Track and coordinate preventive and corrective maintenance activities for soft services.
• Support vendors during scheduled and unscheduled works, ensuring minimal disruption to business operations.

Facilities Data & Documentation

• Administer and update FM reports, including defect lists, preventive maintenance schedules, and soft services activity logs in the system.
• Maintain accurate documentation of all FM reports, service records, inspection reports, and maintenance logs.
• Update and maintain asset information and preventive maintenance task details within the FM system.

Work Order & Procurement Support

• Track preventive maintenance tasks, work orders, purchase orders, and invoices for soft services and vendor‑related work.
• Assist in coordinating vendor works, including planned and unplanned maintenance tasks.
• Support procurement‑related processes by ensuring proper documentation and service verification.

Reporting & Continuous Improvement

• Assist the Facilities Manager in gathering and consolidating data for monthly FM reporting.
• Identify recurring issues and propose process improvements to enhance soft services delivery.
• Contribute to initiatives that improve workplace experience, operational efficiency, and customer satisfaction.

Qualifications & Requirements

• Diploma or Bachelor’s Degree in Facilities Management, Property Management, Business Administration, or a related field (preferred).
• Minimum 2–4 years of experience in facilities management, soft services coordination, or workplace operations.
• Strong organizational and documentation skills with attention to detail.
• Good communication and stakeholder management skills.
• Ability to coordinate multiple vendors and manage time‑sensitive tasks.
• Familiarity with FM systems (CMMS), work order tracking, and basic procurement processes is an advantage.
• Customer‑focused mindset with the ability to support a corporate office environment.

Personal Attributes

• Proactive and solution‑oriented
• Strong sense of ownership and accountability
• Able to work independently with minimal supervision
• Professional, courteous, and service‑driven
• Good teamwork and collaboration skills

Service line: GWS Segment